Tenants in New Brunswick have a right to clear, accurate and timely records that relate to their tenancy. This guide explains common landlord record-keeping practices, how to ask for copies of leases, receipts or repair logs, and what official steps you can take if records are missing or incomplete. It uses plain language aimed at renters dealing with repairs, rent disputes or deposit issues and points to the provincial tribunal and forms you may need. Keep this as a practical checklist you can follow if you need to request documents or prepare evidence for a dispute in New Brunswick.
What records should a landlord keep?
Landlords commonly maintain documents that show the terms of the tenancy, payments and property condition. Ask for these items if you need proof for a dispute or to check your rights.
- Signed rental agreement or lease, including any written amendments or special conditions.
- Rent payment records and receipts showing dates and amounts paid.
- Security deposit records, including the amount collected and any interest accounting.
- Repair and maintenance logs, invoices and receipts for work performed on the unit.
- Formal notices given to or from the tenant (for example, notices to enter, notice of rent increase or eviction notices).
- Inspection reports, move-in/move-out condition records and photos documenting the unit's condition.
- Logs of communications about repairs, safety or access, including emails, texts and written notes of phone calls.
How long should records be kept?
The Residential Tenancies Act and related guidance describe obligations for preserving records and evidence for disputes and claims.[1] While specific retention periods can vary, a practical rule is to keep tenancy records for at least three years after the tenancy ends or longer if an issue is ongoing. If you think a record has been destroyed while it was still needed, raise the concern with the tribunal when filing your application.
How can a tenant request records from a landlord?
Tenants should make a clear, written request to the landlord describing the documents they want, the time period, and how they would like to receive them (email or paper). If the landlord refuses or does not respond, you can apply to the Residential Tenancies Tribunal for an order to produce records.[2]
Official forms and when to use them
Before filing, check the tribunal's forms and instructions; common filings include an application to request evidence or an application for an order about deposits, repairs or rent disputes. The provincial tribunal website lists the official forms and step-by-step guidance.[3]
- Application to the Residential Tenancies Tribunal — use this to start a dispute about missing records, unpaid deposits or repairs.
- Notice templates and proof-of-service forms — use a proof-of-service form when you need to show the tribunal that a notice was delivered properly.
Practical examples
If your landlord cannot produce a signed lease when you disagree about a rent amount, request a copy in writing and keep a dated record of your request. If repairs are missing from the maintenance log and you paid for professional work, keep invoices and receipts and attach them to your tribunal application as evidence.
Example: Asking for rent receipts
- Write a short email or letter requesting receipts for the last 12 months and set a reasonable deadline such as 14 days.
- If you paid by e-transfer or cheque, include copies or bank statements showing payments (redact unrelated transactions).
FAQ
- What records must my landlord provide if I ask?
- Your landlord should provide copies of written tenancy agreements, receipts for rent and deposits, notices served, and relevant repair or inspection records when asked or when required by the tribunal.
- How long should I wait for a response to a records request?
- Give the landlord a reasonable time such as 10–14 days in writing; if there is no reply, you can file an application with the Residential Tenancies Tribunal for an order to produce the records.
- Can missing records hurt my case?
- Yes. Missing documentation can make it harder to prove facts, but the tribunal will consider other evidence such as receipts, photos and witness statements.
How-To
- Write a concise written request to your landlord describing exactly which records you need, the date range, and how you want them delivered.
- Allow a reasonable response time (for example, 10–14 days) and keep a copy of your request and any replies for your records.
- If the landlord does not comply, complete and submit the tribunal application form to ask for an order requiring production of the documents.
- Gather supporting evidence (receipts, photos, messages) and bring copies to your hearing or attach them to your tribunal filing.
Key Takeaways
- Keep clear records of all payments, communications and condition reports during your tenancy.
- Always make records requests in writing and set a reasonable deadline for a response.
- If a landlord refuses, you can apply to the Residential Tenancies Tribunal for an order.
Help and Support / Resources
- Residential Tenancies Tribunal - New Brunswick
- Residential Tenancies Act (New Brunswick)
- Forms and templates - Government of New Brunswick
If you are also searching for housing while resolving a records issue, Explore Houseme for nationwide rental listings to find available rentals across Canada.
